Administrative Assistant: Family Based Program
HybridPhiladelphia, Pennsylvania, United States
Job Summary
Greet visitors, answer calls, and direct inquiries to appropriate parties while maintaining a warm, clean waiting area. Process Family Based referrals by contacting families within 24 hours, entering demographic and clinical data into the electronic health record, and assigning cases to treatment teams. Prepare correspondence including monthly Family Surveys and meeting minutes, review clinical documentation for billing accuracy, and complete monthly service verifications and chart audits. Support the Program Director with outstanding requests and provide front desk coverage as needed. This full-time hybrid role is based at the Preheim Center in Southwest Philadelphia, offering full medical insurance, eight paid holidays, and over three weeks of paid time off.
Required Qualifications
- High school diploma or equivalent with an emphasis in business curriculum
- Minimum of two (2) years' related experience
- Ability to interact with sensitivity with patients, families, and external agencies
- Interpersonal skills sufficient to interact with sensitivity with patients, families, and external agencies
- Ability to greet visitors
- Ability to answer the telephone and face-to-face requests from staff, families, and external agencies
- Ability to direct inquiries to appropriate parties
- Ability to promote a warm and friendly environment for the children, families, and clinicians
- Ability to maintain clean, tidy, and comfortable waiting area(s)
- Ability to prepare various correspondence, including monthly Family Surveys, meeting minutes, and other documents as requested
- Ability to copy, scan, fax, and email relevant materials as required
- Ability to review and process all Family Based referrals
- Ability to collaboratively assign referrals to FBS treatment teams
- Ability to contact families via the process outlined by Admission policy within 24 hours
- Ability to enter the family's referral information (demographic and clinical) into the electronic health record
- Ability to review clinical documentation on a weekly basis to ensure accuracy
- Ability to work in conjunction with FBMHS leadership and the fiscal department when questions and challenges arise
- Ability to complete monthly service verifications with clients, families, and other community services
- Ability to complete chart audits on a regular basis
- Ability to follow up on any outstanding requests, approvals, or tasks needed by the Director or the team
- Ability to assist with front desk coverage when needed
- Ability to ensure compliance with operating policies and procedures and outside regulatory requirements
- Ability to communicate with appropriate management and employee personnel
Desired Qualifications
- Bachelor's degree preferred
- Experience in the mental and behavioral health field strongly preferred
- Clinical knowledge preferred
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